In this support article you will read how to make a poule settlement and how the poule statistics work.
1. Overview poule settlements
2. General overview of settlements
3. Include cost items in the poule
Overview poule settlements
The created poule settlements are shown in the overview of the poule settlements. To get to this view:
1. Go to the tab Owners;
2. Click in the right submenu on Poule settlements.
You can filter on a specific period and/or a poule. You can also click on the total amount of the poule settlement made to view an extensive view of the poule settlement. You can make a new settlement in this overview.
1. Click on the New button;
2. Select the desired poule, start- and end date;
3. Click on the Add poule settlement button.
After the button Create poule settlement is clicked, a new poule settlement is prepared. You can then check whether everything has been run correctly. Please note, this poule settlement has yet been made, but does not yet have an invoice. This settlement has the status New.
When you return to the overview of the poule settlements, this settlement also shown here.
When you go back to the settlement you just made, you can create concept invoices for this settlement. To do this, click on Create concept invoices.
The settlement had been given the Concept status. The concept invoices that you see belong to this settlement. You can find these concept invoices in the Financial tab in the right submenu under Concept invoices from this overview.
After sending the concept invoices, the status of the settlement will change to Sent.
If you click on the total amount of the poule settlement already made, you will be taken to the overview below. From here you can view the sent invoices that belong to this poule settlement. You will then be referred to the financial tab with the sent invoices. In addition, there is the option to copy the poule settlement. One reason to copy a poule settlement that has already been sent is because you want to create a concept correction invoice. Since the poule settlement has already been invoiced in this example, it is not possible to make a concept invoice or a concept correction invoice.
When copying is chosen, the status is converted to New. Please note, the concept poule settlement has been made, but does not yet have an invoice. The settlement that belong to this poule settlement are shown in this overview. To replace the previous settlement that has already been sent with a new concept correction invoice, click the Create concept correction invoices button.
As indicated earlier, you can click through to the expanded view from the overview below. When the extended view is chosen you will see the individual overview of the settlements.
General overview of settlements
Within a poule agreement, owners share the turnover from renting by means of a pre-set distribution key. You can add multiple accommodations to a pool system. Each day the accommodation does not receive one point per owner. At the end of a period, the entire turnover is added together and the owner receives a rental settlement. The calculation is as follows: Number of points / total number of points * total rental turnover = Amount on the rental settlement.
From the general overview of the settlements you can also search for a poule settlement. In the general overview of settlements you will find the number of available points in the period, appointments in the group, points appointment, points deducted and points awarded to the relevant settlement.
1. Go to the tab Owners;
2. Click on Settlements in the right submenu;
3. Use the filters if desired;
4. Click on the total amount to enter the poule settlement overview.
These are current poule statistics: Please note, this is only shown when the settlement is up-to-date.
This shows an overview of:
- The number of available points in the period;
- The number of points awarded in the period;
- The number of appointments in the group;
- The number of points per appointment;
- The number of points deducted;
- The number of points awarded to the relevant statement.
If you click on the number under Subtracted points, all your own reservations or maintenance periods become clear. When you click on the group, you will be referred to the commission agreement.
Include cost items in the poule
In the commission agreement, costs can be settled with the owner. These costs can be included in the poule. You can set this for a new and for an existing commission agreement.
1. Click on the Owners tab in the green bar;
2. In the right submenu choose Commission agreements;
3. Click on a commission agreement for which you want to set this;
4. Click the Edit button;
5. Under Set costs with owner, set the cost item to be included in the poule.
Create a new pool for the desired period.
1. Click on the Owners tab in the green bar;
2. In the right submenu, choose Poule settlements;
3. Click the New button;
4. Set the desired filters.
After the group has been created you can view the extended view of the group. To get here you need to click on the total of the pool statement.
Then you enter the overview of the poule settelements and you can click again on the total per appointment to see the following view.
The cost items included in the group are reflected here. In this example, the following calculation is made: €500/200*31 = €77.50 rental turnover. €77.50/100*20 = €15.50 commission. The total of the charged costs is €15.00 + €11.00 = €26.
What is the number of available points in the period?
This is the sum of the total points per accommodation concerned over the period. By default, a day counts as 1 point, unless stated otherwise in the commission agreement.
What is the number of points awarded in the period?
The number of points in the period distributed to the owners involved. This is often less than the total points, because deductions are made for owner agreements and maintenance periods.
What does the number of appointments in the pool mean? These are the commission agreements that you set in the pool. In other words, the number of commission agreements that are linked to the pool.
What does the number of points per appointment mean? A group can consist of several commission agreements, which in turn consist of agreements with individual owners. Each commission agreement receives a part of the total number of points. The number of points per agreement is therefore the number of points for the commission agreement divided by the number of agreements within that commission agreement.
What does the number of points deducted mean? You will receive a points deduction for owner reservations and maintenance periods (adjustable in the pool). The points you would receive for these periods are deducted in this case.
The group points are shown when all individual invoice lines have the same description, for example: "Rent 19688/639244". Then we can group it under that name on the invoice. If there are items that do not have a points fraction, then the totals can no longer be lumped together under the name Rent <fraction>. We then make it an item with the name Rent.